Electronic document management in authorities of the Nenets Autonomous Okrug

The administration of the Nenets Autonomous Okrug continues to develop the electronic document management system created based on EDMS "DELO", a flagship product of Electronic Office Systems company. The implementation project of EDMS "DELO" in executive bodies of the government of the territory started in 2008. At the first stage the main objectives of documentary providing Administration staff of the Nenets Autonomous Okrug were automated, the options "EDS and Enciphering" and "Line Scanning" are implemented.

In 2010 the decision on expansion of scope of EDMS and more complete use of its opportunities was made. At the second stage of the project additional jobs were purchased that allowed to connect to a system all executive authorities of the district to the level of contractors. 50 automated workplaces were provided with the option "Legally Significant Document Flow".

Using the solution EDSIGN developed by EOS Group company which was set on jobs of the governor of his deputies and also heads of industry authorities, process of use of the electronic signature was most simplified and approximate to the standard procedure of signing of paper documents: the head appends the sign manual on the interactive display, and on it for the user the procedure comes to the end.

In 2012 in the district the next stage of creation of the complete information infrastructure of the region integrating authorities and organizations subordinated to them began. There is a further scaling of a system: the number of jobs is increased, and for the leaders of the district opportunities for work in EDMS extend.

10 bosses of the region received software modules for access to EDMS from mobile devices. For installation on mobile phones, smartphones, communicators the module "Mobile Office" was purchased. The subsystem of "an automated workplace of the head" which ensures functioning with the CASE system in the user-friendly interface which is specially adapted for specifics of the leading work is installed on the notebooks of management officials working under control of OS Windows. The module iSelf which allows to work in EDMS "DELO" was installed on iPad tablets, using usual "tablet" scenarios of work.

The implemented technologies of mobile work gave to heads an opportunity to react quickly to sent them for vising, consideration or statements documents without binding to a workplace.

Connection of budgetary institutions became the following direction of development of EDMS. Now libraries, the museums, schools, the centers of additional education, hospital and clinic (only 27 organizations) are included in a single system of work with documents together with authorities of the district. Time of passing of documents between instances was reduced, the uniform registration procedure of documents is provided. The functionality of a system allows to obtain quickly summary analytical information on all organizations of the social sphere that it is important for monitoring of the current situation and planning of further development.

In total in organizations of the social sphere 125 automated jobs of EDMS "CASE" and "DELO-WEB" are set. A part of jobs were in addition equipped with the options "Legally Significant Document Flow" and "Scanning".

One more direction, works on which are also begun at the current stage of the project within creation of uniform information and documentary structure of the territory – the organization of interaction between authorities of the Nenets Autonomous Okrug and subordinated organizations using the product "Server of Electronic Interaction" (SEI) developed by Electronic Office Systems company. The implementation purposes the Comecon is creation of the distributed multi-layer system providing for each of its participants transparency of processes of registration, passing, execution of documents in different databases, automation of exchange of documents between different organizations that is especially relevant for the organization of processes of providing the public and municipal services to citizens.

Now in executive authorities of the Nenets Autonomous Okrug in EDMS "DELO" more than 550 users work. More than hundred jobs are equipped with the options "Scanning" and "Line Scanning". The option "Notification and Notification" is available to most of users of EDMS. The option "Legally Significant Document Flow" is used by 77 users, on 33 jobs the subsystem of EDSIGN is set.

The project of creation in the Nenets Autonomous Okrug of a single system of electronic document management is in Russia one of the most large-scale both in the number of the implemented places, and on the used functionality of EDMS "DELO".

Let's remind that similar to EDMS, implemented based on product "CASE", creating uniform documentary space for executive authorities of all territory, Tyva, Khakassia, the Altai and Transbaikal regions, the Kaliningrad, Lipetsk, Novgorod, Rostov, Tula regions and many other regions function in the Republics of Bashkortostan, Sakha (Yakutia).